PHS - Congregation Records Disposition

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RECORDS MANAGEMENT

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SITEMAP

Records Disposition

After identifying record types and determining retention schedules, you can achieve further cost savings by relocating less frequently used records.
Remember that office space is expensive to rent, create and expand, especially given the cost of filing equipment.
GENERAL GUIDELINES
Keep records used daily or weekly close at hand in the office or filing station.
Store non-permanent records that are used only a few times a month or a few times a year, but take up extensive space, in a more remote, less expensive area (e.g. storeroom, basement). This approach leaves room in office file cabinets for more frequently used files. It might also save the cost of purchasing extra file cabinets, or even maintaining/renting more office space.
Store records that are used infrequently but are necessary for legal purposes in a more remote (but safe and secure) area.
DESTRUCTION
Remove non-current temporary and non-current permanent records from the office and transfer them into a box on an annual basis. Label the boxes with a statement of their content. Add a destruction date on the label for non-current temporary records.
An appointed person should check the storage area yearly and remove and destroy the records marked for that year.



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